Just a hunch, but the desk staff and security guards are only aware of what they are told. If you are working with management, and they don't communicate with their people, this should be the expected result.

Now, if you're speaking with the person who will be at the desk, and they just forget, that's an entirely different problem...

Maybe you can make up a flyer promoting your event, and have them post it at the front desk. That would not only promote the event, it might get the staff asking questions before you arrive. If nothing else, arriving sailors could point to it and say, "See, this is why I'm here!"

Mike